Company Vehicle Policies and Procedures
Eligibility to Drive a Company Vehicle
Employees eligible for assignment of a company vehicle are selected at the
discretion of the company’s Chief Executive Officer and President. Prior to vehicle
assignment, eligible employees must prove that he or she has a valid driver’s license
which is not suspended or revoked. CDS will also review your driving record and
will periodically run a Motor Vehicle Record (MVR), as a requirement of our
insurance carrier, during your assignment of a vehicle.
Withdrawal of Company Vehicle Privilege
The privilege of driving a company vehicle may be withdrawn for any of the
following reasons:
 Abuse or misuse of the vehicle or failure to comply with the rules and
procedures stipulated in this company policy.
 A driving record which becomes deficient during the course of operating a
company vehicle which, under certain circumstances, may be grounds for
dismissal.
 Conviction or a guilty plea to driving a company vehicle under the influence of
alcohol or an illegal controlled substance.
 If an eligible driver has a long-term disability, his/her assigned vehicle could be
reassigned to another driver. Upon recovery from the disability and return to
work, the driver maybe assigned another vehicle.
Driver Responsibilities
Eligible drivers are responsible for driving their vehicle in a safe and professional
manner. Employees must know and abide by all driving laws in all areas where
they operate their company vehicle. Additionally, employees must maintain a
current, valid driver’s license for the state in which they are living. If for any
reason, an employee’s driver’s license is revoked, suspended, or restricted, it is
mandatory that the Human Resources manager be notified immediately.
Safety Guidelines
It is mandatory that seat belts be used by all occupants of a company vehicle at all
times without exception. It is the company driver’s responsibility to ensure that all
occupants fasten their seat belts prior to operating the vehicle. Any malfunctioning
seat belt should be reported for repair by the employee immediately. CDS reserves
the right to revoke the driving privilege of any driver not complying with this policy.
In addition, CDS expects all employees to drive defensively during business and
personal travel, to obey all traffic laws, and prohibits employees from driving under
the influence of drugs and alcohol, including prescription drugs. Company vehicles
should not be used to transport flammable items, firearms, or other hazardous
materials. Texting while driving is not allowed in company vehicles.
Traffic Violations
Excessive speeding violations and/or accident history may exclude a driver from
being covered by company-provided insurance and may make them ineligible to
receive a company-provided vehicle. Should you, for any reason, receive a summons
for a traffic violation or a parking ticket, you must pay it as soon as possible. All
traffic violations and parking tickets should be reported to the Fleet Administrator
as quickly as possible. Under no circumstances are traffic and parking fines to be
charged to the CDS.
A driver with three (3) moving violations or any combination of three accidents
and/or moving violations within a three-year period will be prohibited from driving
a company vehicle. Any driver with a violation associated with alcohol or drugs will
be prohibited from driving a company vehicle until the “State” reissues a current
and valid driver license. This type of violation may also be grounds for immediate
termination at the discretion of management.
Personal Use of a Company Vehicle
Company vehicles while intended primarily for CDS business use, may also be used
for commuting to and from work and for limited personal use “on an emergency
basis only.” Evening and weekend travel is prohibited unless conducting company
business after normal business hours. No other drivers are permitted to operate a
company vehicle. Family members (non-CDS employees) should not be permitted to
ride in the company vehicle.
Additionally, the Internal Revenue Service requires CDS to include the value of
commuting to and from work in your gross wages; the value is subject to FICA and
unemployment taxes. CDS will account for this transaction on a semimonthly
basis.
CDS also prohibits:

The transport of a hitchhiker or stranger. This policy has been established by
our insurance carrier and must be observed for the protection of the employee
and the company.

The use of a company vehicle for anything other than the tasks pertaining to
the employee’s job and responsibilities at CDS.

The acceptance of any form of compensation from any individual for carrying
passengers or material.

Smoking is not allowed in company leased vehicles.
Vehicle Maintenance
Every driver of a company vehicle is expected to maintain his or her assigned
vehicle in a safe operating condition. Maintenance schedules outlined in your
vehicle’s owner manual should be adhered to and along with documentation that
prescribed service work was completed. Particular attention should be paid to the
maintenance requirements for keeping the warranty of your vehicle in effect.
Enterprise Fleet Services handles the maintenance on most vehicles. Keep the
Enterprise card in the glove box and present when service is needed. We
recommend oil changes every 5,000 to 7,000 miles (depending on the
vehicle/manufacturer specifications) with tire rotation every other oil change. The
transmission should be serviced around 60,000 miles. If the vehicle needs to be
towed, call the number on the back of the card (800)325-8838 and they will assist
you.
Vehicles that do not have maintenance covered by Enterprise must use the other
approved service providers as established by the Fleet Administrator.
Also, never leave a company vehicle at a service facility without specific instructions
as to what work needs to be done. It is the employee’s responsibility to call the CDS
Fleet Administrator for pre-approval of all work (beyond the normal routine
maintenance needs, such as oil changes and tire rotation.)
Gas Card
Exxon Mobile gas cards are issued for gas purchases. Keep the card in the glove box
and use for fuel purchases only in the company assigned car. Gas cards are only
active on weekdays (Monday-Friday). Always use your own PIN number and
current vehicle mileage when purchasing fuel.
License Plates
License plate stickers are renewed the month due and will be mailed to you the last
week of the renewal month. Please note the month of renewal of your vehicle and if
the sticker is not received, contact the Fleet Administrator. Keep the vehicle
registration card in the glove box.
Garaging
The company driver is responsible for ensuring all necessary precautions are taken
to prevent damage and theft of the company vehicle and/or its contents at all times.
Whenever you leave a company vehicle, please follow these precautions:

Roll up all windows

Lock all doors

Do not leave merchandise and equipment in open view inside a car, which may
tempt a break-in. Lock all valuable items inside the trunk when the vehicle is
left unattended.
When traveling outside your residential area, make sure to take reasonable
precautions to safeguard the vehicle and its contents. When possible, select an offstreet, lighted area close to a business or hotel entrance where normal police
surveillance or security protection exists.
Driving Outside the United States
A company vehicle may not be driven outside the U.S. for any reason.
Attachments
Trailer Towing - Your company vehicle should not be fitted with a trailer hitch to
pull a trailer or boat without prior authorization from the Fleet Administrator. In
addition, your company vehicle should not be used to push another vehicle.
Bumper Stickers - No bumper or window stickers should be affixed to a company
vehicle unless prior consent is received from the Fleet Administrator.
Company Vehicle Odometers
Company vehicle odometers shall be governed in accordance with the following
federal odometer laws and regulations:
1. Change of mileage indicated on the odometer is prohibited. No person
shall disconnect, reset or alter the odometer of any motor vehicle with
intent to change the number of miles indicated thereon.
2. Operation of a motor vehicle with knowledge of disconnected or nonfunctional odometer is prohibited.
3. No person shall, with intent to defraud, operate a motor vehicle on any
street or highway knowing that the odometer of such vehicle is
disconnected or non-functional.
Criminal penalties: Any person who knowingly and willfully commits any of the
items listed above is liable to be fined not more than $50,000 or imprisoned not
more than one year, or both.
Any CDS employee who knowingly violates the federal laws specified above will be
immediately terminated and the company may pursue available civil remedies.
Insurance
Insurance cards will be kept in the glove box at all times. Only you, the employee,
are authorized to drive the vehicle.
WHAT TO DO IN CASE OF AN ACCIDENT

The driver must notify the local police and/or state motor vehicle authorities
of the accident

All accidents, no matter how seemingly inconsequential, must be reported to
the Fleet Administrator.

A CDS accident reporting form must be filled out as completely and as
quickly as possible for submission to the Fleet Administrator.

You will be contacted by the CDS insurance carrier (Nicoud Insurance) for a
verbal statement regarding the accident.

If the employee was at fault in an accident while driving a company vehicle,
there is a $500 deductible for collision coverage which is the financial
responsibility of the employee.

If the employee grants permission for someone to drive their assigned vehicle,
the employee will be considered financially responsible for all damages and
vehicle repairs.
Stolen Vehicle
If your company vehicle is stolen, report the theft immediately to the local police
and to the Fleet Administrator. Obtain a copy of the police report filed. Maintain
one copy for your personal files and submit another to the Fleet Administrator.
Any attempted break-in or theft of items from a company vehicle must be reported
to the local police department. The Company requires that the following
information be provided to the Fleet Administrator:

The name, badge and precinct number of the police officers responding to
your call.

A list by model and serial number of any equipment which was stolen.

The date and location of where the theft occurred.
How to Report an Accident
If you are involved in an accident, it is necessary to follow the procedure outlined
below:
1. If anyone is hurt, call for medical assistance.
2. Immediately following an accident, stop and investigate what damage might
have occurred to the vehicle.
3. Get the names and addresses of the owner(s) and driver(s) involved, license
number and registration number of the car(s) involved and the names and
addresses of any passengers in the vehicles connected with the accident.
4. Get the name of the other party’s insurance company and insurance policy
number.
5. Get the names and addresses of witnesses, if any.
6. If law enforcement officers are present at the scene, note their names, badge
and precinct numbers. If no police officers are present, try to have one called
to the scene of the accident.
7. Express no opinion as to who was at fault. Give no information except as
required by law enforcement officers.
8. Sign no statements for anyone except an identified representative of the CDS
insurance company covering the company vehicle.
9. Contact the Fleet Administrator and Human Resources manager within the
first 24 hours preceding the accident so a preliminary accident report may be
taken.
10. Keep a copy of the company’s authorized accident reporting form for your
records.
11. Complete all reports required by local law enforcement and state motor
vehicle authorities. If you need help in completing these reports, request
help from your local police department, state motor vehicle office, or the
Human Resources manager.
12. If any demand, claims or summons is served to an employee involved in an
accident asserting liability against the employee, contact the company Fleet
Administrator immediately.
13. If the collision involves an unattended vehicle, you must attempt to notify the
owner. If that is not directly possible, attach a note to the vehicle asking the
owner to contact you. Notify the police immediately telling them that you
have attempted to make contact with the owner.
There are NO EXCEPTIONS to the above requirements. Failure to comply with
this procedure could have serious consequences for CDS and your association with
the company.
Fleet Administrator
Sarah Wessels
Ext. 1007
Human Resources
Michelle Kavanagh
Ext. 1001
CDS Direct: 217-528-8936
Toll Free:
800-367-1508
CDS Accident Report
Date of Loss: ________________________ Time of Loss: __________________________
Company Vehicle Involved: _____________ _________________ _________________
Year
Make
Model
VIN#: ______________________________________________________________________
Location of Accident__________________________________________________________
Employee (Driver’s Name) ____________________________________________________
Address _____________________________________________________________________
Phone _____________________DOB ___/___/____ License # ________________________
Description of Accident _______________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Company Vehicle Damage (Where) ____________________________________________
Police Report Agency _________________________________________________________
Report Number ________________________________________________________
Officer ________________________________________________________________
Ticket Yes or No? _____ Where is Vehicle? ____________________________________
Other Party Information:
Driver Name ________________________________________________________________
Address _____________________________________________________________________
Phone Number(s) ________________________ ___________________________________
Insurance Co. ____________________________Driver License #: ____________________
Vehicle __________ ____________ ______________ _______________________________
Year
Make
Model
Vehicle License #
Passenger’s Name_____________________________________
Injured Y or N? ______
Address _____________________________________________________________________
Passenger’s Name_____________________________________
Injured Y or N? ______
Address _____________________________________________________________________
Company Vehicle Policy Acknowledgement Form
CDS may provide a company vehicle to you to be used solely for the purpose of transacting CDS
business. A company-provided car, while intended for business use, may also be used for
commuting to and from work and for personal use on an Emergency Basis Only.
Additionally, the Internal Revenue Service requires CDS to include the value of commuting to
and from work in your gross wages; the value is subject to FICA and unemployment taxes. CDS
will account for this transaction on a semimonthly basis.
INSURANCE
Insurance cards will be kept in the glove box at all times. Only you, the employee, are
authorized to drive the vehicle. For insurance purposes, family members (non-CDS
employees) should not be permitted to ride in the company vehicle.
VEHICLE MAINTENANCE
Enterprise handles the maintenance of most company owned the vehicles. Keep the Enterprise
card in the glove box and present to the repair shop when service is needed. Oil changes should
occur every 5,000 miles with tire rotation every other oil change. If the vehicle needs to be
towed, call the number on the back of the Enterprise card (800-325-8838) and they will assist
you. For those vehicles not having vehicle maintenance covered by Enterprise, please utilize the
other approved locations for service and/or contact the Fleet Administrator or your manager.
GAS CARD
Exxon Mobil gas cards are issued for gas purchases. Keep the card in the glove box and use for
fuel purchases only in the company assigned car. Gas cards are only active Monday-Friday.
Always use your own PIN number and enter the current mileage when purchasing fuel.
LICENSE PLATES
License plate stickers are renewed the month due and mailed the last week of the renewal month.
Please note the month of renewal and if the sticker is not received, contact the Fleet
Administrator immediately. Keep the vehicle registration in the glove box.
ACKNOWLEDGEMENT
By signing below, I acknowledge that I have read and understand the company vehicle policies
and procedures and agree to keep the company vehicle clean, in good running condition and
adhere to all state and local driving safety regulations. Your vehicle privileges and/or continued
employment could be affected by abuse of the company vehicle policies. You also acknowledge
that smoking is not allowed in company leased vehicles.
Employee Name (print): ______________________________________________________
Employee Signature: __________________________________Date:___________________